Office Administrator in Chilton

Full time | 12-month Fixed Term Contract

Salary: £26,000 - £28,000 (depending on experience and skills)

Location: Chilton, Oxfordshire (office-based with hybrid working)

Are you a confident, professional and approachable administrator who enjoys supporting people, solving problems and keeping things running smoothly?

If so, this rare opportunity to join a national membership organisation could be for you. We are looking for an Office Administrator to provide a professional and welcoming front-of-house service, while supporting the smooth day-to-day running of our office, meeting rooms and administrative processes. The role will also provide valuable administrative support to our Policy, Public Affairs and Media team, helping with day-to-day tasks, coordination and wider team administration.

• Play a key role in creating a positive, professional experience for visitors, tenants, members, suppliers and colleagues
• Gain exposure to different teams and activities, including office operations, events, facilities, and meeting coordination
• Join a national membership organisation where your organisation, initiative and customer service skills will make a visible difference
• A role where your ideas, initiative, and enthusiasm will truly matter

What we can offer you

• A meaningful role where you'll have the autonomy to take ownership, contribute ideas and help shape improvements
• A competitive salary and generous benefits package, including 30 days' annual leave plus Bank Holidays, pension, health cash plan, life assurance, employee discount scheme, employee assistance programme, cycle to work and electric vehicle schemes, and free on-site parking with EV charging facilities
• A comprehensive induction programme, providing structured support and training on our systems, processes and ways of working from day one
• Access to ongoing learning and development opportunities to help you build your skills, broaden your experience
• Support and coaching from experienced and approachable managers who are invested in helping you succeed
• Work alongside passionate and knowledgeable colleagues who are committed to delivering excellent outcomes for our members

About the HTA

This is a hugely exciting time for the sector and for the HTA. Gardens and managed green spaces and landscapes have never been more important to the UK – for the economy, for the environment and for the nation’s wellbeing.

The HTA has 1,400 members, including garden retailers, growers, landscapers, and suppliers to the garden industry. The HTA lobbies and campaigns for its members within the horticulture industry and has an excellent reputation. We provide our members with the opportunity to learn, innovate, and network with others in the industry.

We have an effective political lobbying team working to enable the best conditions for our members to flourish across the UK and our research and insights team provides impactful data to help our members run productive and resilient businesses.

We have been running the National Garden Gift scheme since 1962. These garden gift cards can be bought and redeemed at HTA garden centre members sites throughout the UK and can also be purchased online and in some supermarket gift card malls. It is the biggest garden gift card scheme in the country – locking in around £40 million of consumer spend to horticulture and our members’ businesses.

Our culture

Our culture is built on our values of being Member Focused, Collaborative & Inclusive, Trusted, and Innovative. We put our members at the heart of everything we do, ensuring their needs and aspirations guide our decisions and actions. We foster a collaborative and inclusive environment where every team member’s voice is valued, and diverse perspectives drive creativity and success. Trust is central to our relationships, both internally and externally, and we are committed to acting with integrity and transparency in all that we do. We embrace innovation, continuously seeking new ways to improve and push boundaries, ensuring that we stay ahead of the curve in delivering exceptional service and results. If you’re looking for a workplace where these values are lived every day, and where you can make a real impact, we’d love you to have you join us.

What you’ll be doing

As Office Administrator, you will play a key role in creating a warm, professional and efficient experience for everyone who visits or works at Horticulture House. Acting as the first point of contact for visitors, members, tenants, suppliers and colleagues, you will support the smooth running of front-of-house services, office administration, meeting room bookings and facilities coordination.

This is a varied role that combines responsibility for office facilities with team administration. Approximately half of your time will be dedicated to supporting facilities and front-of-house operations, while the other half will focus on providing administrative support to the Policy, Public Affairs and Media Team, as well as assisting wider HTA teams as required.

This is a practical, hands-on role that involves regular movement around the building and supporting meetings and events throughout the day. As part of the role, you will set up and reconfigure meeting rooms, move tables, chairs and other equipment, coordinate catering and hospitality arrangements, carry supplies, and help ensure facilities are ready for visitors, meetings and events. While there is an administrative element, this is not a role that is solely desk-based.

This is an office-based role in Chilton, Oxfordshire. Building strong working relationships across teams is key to success in this position. We offer hybrid working, providing flexibility to work from home on agreed days where business needs allow.

Key responsibilities

Office Facilities / Customer Service

• Providing a friendly and professional front-of-house experience, including greeting visitors, managing sign-in procedures, issuing access fobs and passing on messages promptly
• Supporting office administration including sorting and sending of mail, ordering supplies, coordinating office food shops for events or staff kitchen and helping to maintain tidy communal areas
• Managing meeting room bookings at Horticulture House from enquiry through to delivery, including room setup, catering, IT requirements, CRM updates and invoice coordination.
• Supporting the Facilities Manager as required, including liaising with suppliers, and providing basic urgent cover when needed

Team Administration

• Supporting the Director of Policy & Public Affairs with diary management and meeting coordination
• Providing administrative support to the wider Policy, Public Affairs and Media Team, relating to internal meetings and meetings with external stakeholders including agendas, minutes, meeting arrangements and action follow-up
• Providing general administrative support for other teams as required

For full details on the role and responsibilities, please read the Role Profile below.

What you’ll bring

To be successful in this role, you will bring a combination of relevant experience, skills, qualifications and behaviours.

Experience, Qualifications & Skills

• A confident, friendly and approachable manner with strong front-of-house or customer-facing experience
• Previous experience in a similar administrator role or environment
• Excellent verbal and written communication skills, with strong written English
• Strong customer service, administrative, organisational and time management skills, with excellent attention to detail and accuracy
• Ability to undertake the practical requirements of the role, including setting up and reconfiguring meeting rooms, moving furniture and equipment, carrying supplies and supporting meetings and events across the site
• Proactive in addressing visitor, facility or office-related issues and coordinating with relevant teams when necessary
• Experience of liaising with or supervising contractors
• Self-motivated and able to work under your own initiative
• IT literate, with demonstrable knowledge of Microsoft Office including Outlook, Excel and PowerPoint, and the ability to use systems such as CRM, Hub and Smartsheet
• Educated to GCSE standard
• First Aid and/or Fire marshal qualified or willing to train
• A full UK driving licence and able to drive to our Chilton office
• Willingness to travel occasionally for meetings, events and other business activities, including overnight stays where required
• Proactive, positive and adaptable, with a practical approach to problem solving
• Strong team player who supports colleagues and builds effective relationships with internal and external stakeholders
• Acts with integrity, professionalism and discretion
• Customer focused, with the ability to anticipate and respond effectively to stakeholder needs
• Willing to learn, develop and embrace new ways of working

All applicants must have the right to work in the UK.